Fundraising events take different forms such as organizing a 5km run/walk, a football match, Carwash, auctions and so on. You can even get creative with it. No matter the form of the event, you want it to be a success.
For a successful fundraising event, there must be a plan. Here are 8 steps that could serve as guidelines in planning a successful fundraising event.
- Purpose of the event
Identify the purpose of the event. This is perhaps the most vital step because other steps revolve round it. Is your event solely to raise money or are you hoping for added benefits such as networking, raising awareness about your organization. Your event must be planned based on what you hope to achieve from it.
- Budget
Every fundraising event should have a budget for all expenses to be incurred for the event to hold. The budget should take into account every detail e.g for a 5km run will require funds for snacks, drinks, space rentals (track),canopies, transportation, brochures and fliers, personnel, tickets, First aid kit as well as unforeseen expenses (miscellaneous).
- Target fund
This is the amount which you hope to make from a fundraising event. The Organization or organizing team have to decide on a reasonable amount of money to be raised at the event. Naturally, every organization wants as much as they can get from a fundraising event. But, it is important to have a target sum which may be the minimum sum hoped for. Every other arrangement in the planning process is aimed at getting the target sum. In determining the fund to be raised, it is important to take the budget into account. The sum should cover all expenses incurred by the organization.
- Target sponsors
The class and calibre of people to be at the event. Is the event a general event for anyone to attend? Is it strictly for students? Or for business people?. The number and class of the target sponsors largely determines how much will be recovered from the event.
- Logistics
Planning of the actual event to ensure a successful event. Planning in terms of date, location, agenda, menu, decoration, entertainment. The planning should not be left till last minute. The fixed date should allow for enough time to make other arrangements in order to prevent foreseeable disappointments. It is advisable to use a weekend or a national holiday as the event date.
- Publicity
Every event needs to be publicized. Publicity should get information across on the details of the event such as nature of the event, date, time, requirements and added benefits. Most times a fundraising event just promises ‘a good time’. The target sponsors should be convinced on reasons to attend. The organizers (or publicity team) should make use of all available resources in getting the word across to the target sponsors, and doing so in an attractive way that the people invited can not resist. For any event to be successful, people need to show up.
- Sales
When an event has been properly publicized, arrangements should be put in place for sales. Sales of tickets for the event. Depending on the nature of the event, tickets may be sold and there may even be different ticket prices such as regular and VIP ticket. T-shirts and other souvenirs can be also sold to raise money. Donations can be collected before or during the event. Donations may be at different levels of fixed prices (more effective in reaching a target goal) or at any price (more effective at open events for everyone). Sales take place before and during the event.
- Appreciation/Feedback
This stage is often neglected. Contact information of all the people invited should be gotten in order to send appreciation messages. In some cases, you may need to give feedback to the sponsors on how the funds were spent and what their contribution has helped you achieve. This is helpful in building a good relationship. They may come in handy for future events.
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